We are seeking a highly organized, proactive, and professional Executive Assistant / Office Operations Coordinator to support firm leadership while helping ensure the office runs smoothly day to day.
This role is ideal for someone who thrives in a fast paced, structured environment, takes pride in execution, and is comfortable balancing executive support with administrative, office operations, and legal support responsibilities.
You will play a key role in helping leadership stay organized, keeping priorities on track, and maintaining a professional, efficient office environment.
Key Responsibilities
Executive Support
Manage complex calendars and scheduling for leadership
Coordinate meetings, appointments, and internal events
Anticipate scheduling conflicts and proactively resolve issues
Track action items, projects, and follow ups to support execution
Provide day to day administrative support to leadership as needed
Office Operations
Serve as the first point of contact for clients and visitors
Maintain a professional, organized, and welcoming office environment
Manage office supplies and coordinate with vendors
Answer and direct incoming calls professionally
Assist with general office needs and occasional office related errands
Administrative and Legal Support
Organize and maintain digital and physical files
Assist with document management, scanning, and filing
Prepare and assemble trial binders and case materials
Support attorneys and leadership with administrative and case related tasks
Help ensure documents, communications, and records are handled accurately and efficiently
How Our Firm Operates
We are a systems driven, high accountability environment with clear expectations and a strong focus on professionalism, execution, and client experience.
Our team values:
Structured workflows
Strong follow through
Clear communication
Ownership and accountability
High standards of professionalism
This role is important to ensuring leadership can operate effectively and the office runs smoothly.
What Success Looks Like
In this role, success means:
Leadership calendars are organized, efficient, and well managed
Meetings, priorities, and follow ups are handled proactively
Office operations run smoothly and professionally
Filing, scanning, and trial binder preparation are accurate and completed on time
Tasks are completed accurately and on time
Communication across the team is clear and effective
Problems are anticipated and resolved before they escalate
Requirements
Required
-
3+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role
-
Prior Legal Assistant experience is required. Candidates without law firm or legal office background will not be considered.
-
Associate's degree or higher
-
Experience in a professional services environment
-
Experience in a client-facing front desk role
-
Proficiency in Microsoft Office, including Word, Outlook, and Excel
Preferred
-
Experience supporting attorneys or firm leadership
-
Experience preparing trial binders and case materials
-
Experience with document management and filing
-
Experience supporting attorney calendars
-
Experience with Clio Manage
-
Business-fluent Spanish
Benefits
Benefits include:
-
Annual salary: 55,000-75,000 USD/year
-
401(k) with company match
-
Health insurance
-
Health Care Flexible Spending Account (FSA)
-
Life insurance
-
Short-term and long-term disability insurance
-
Educational course reimbursement
-
Paid time off (PTO)
-
Paid holidays
